Office Coordinator

**Key Responsibilities**:
**General Office & Administrative Support**:

- Provide front desk and reception coverage
- Program phone/fax system, add/delete voice mailboxes, and train new staff on how to use the phone/fax system
- File Management & Digitization: Convert paper records into a digital system and implement an organized filing system for easy access to client and organizational information.
- Oversee office equipment and technology, serving as a point of contact to troubleshoot administrative and IT issues.
- Arrange for maintenance and repair work within the office
- Assist with minor facilities-related tasks
- Ensure kitchen and common areas are kept tidy and stocked with supplies
- Coordinate with vendors and suppliers for office and operational needs.
- Proofread documents, reports, and marketing materials.
- Manage databases, input and update records, and generate reports as needed.
- Coordinate meetings, including preparing agendas, taking minutes, and organizing logistics.
- Coordinate and maintain all contracts/agreements (affiliated, sponsorship, suppliers agreements etc.)
- Assist with training programs to ensure smooth operation from beginning to end (registration, marketing and promotion materials, training materials, IT setup for both in-person and virtual programs and training report)
- Attend and provide logístical support for OBIA’s special events.
- Assist with research and special projects (e.g., Brain Injury Impact Study) as needed
- Respond to general requests for brochures, information, and other collateral materials

**Management Team Support**:

- Provide support to the CEO and management
- Work closely with the CEO and the management team to support them in tracking upcoming commitments, responsibilities, grant deliverables, report deadlines, etc. and following up appropriately
- Help implement and follow up on actions from strategic and operational plans.
- Coordinate internal communications
- Handling day-to-day administrative details and reminders.
- Assist with the onboarding of new employees (computer set-up, office access and tour, etc.)

**Board & AGM Administrative Support**:

- Under the direction of the CEO, provide administrative support related to the Board of Directors
- Prepare and distribute agendas and meeting packages.
- Attend board meetings to take and prepare confidential minutes.
- Track and follow up on board-related administrative tasks as directed.
- Coordinate logistics and documentation for the Annual General Meeting (AGM).
- Maintain accurate records and manage all board and AGM materials with discretion and confidentiality.

**Other**:

- Assume such other duties as assigned by the CEO and/or designate
- This is an in-person position at the organization’s physical location.

**Qualifications**:

- Post-secondary education in Office Administration or a related field.
- Proven experience in administrative and office coordination.
- Strong organizational and time management skills with the ability to prioritize and handle multiple deadlines.
- Demonstrated ability to manage confidential and sensitive information with the utmost discretion.
- Proactive, flexible, and solution-oriented mindset.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, virtual meeting platforms, and general office technology.
- Ability to work independently and problem-solve while also being a team player.
- Comfortable with basic IT troubleshooting and coordinating technical support.
- Willingness to handle a range of tasks—from ordering supplies to supporting high-level planning and reporting.

**Interested applicants are invited to submit their résumé and cover letter to**

**Ruth Wilcock, CEO, at**:
**Résumés must be received no later than May 9th, 2025 at 4:00 PM**
- OBIA is an equal-opportunity employer. In accordance with the AODA (Accessibility of Ontarians with Disabilities Act, 2005), OBIA will provide accommodations to applicants with disabilities throughout the recruitment, selection, and/or assessment process. If you require disability-related accommodations, please inform us. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act._
- We thank all applicants for their interest in our organization; however, only those selected for an interview will be contacted. _

**Job Types**: Full-time, Permanent

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Thorold, ON L2V 4Y6

Application deadline: 2025-05-09